Create a Manual Check Entry for Benefits

Purpose: Use this document as a reference for entering manual check data in ctcLink for Benefits

Audience: Benefits Administrator/Payroll Administrator

You must have at least one of these local college managed security roles:

  • ZC Payroll Data Maintenance
  • ZZ Payroll Data Maintenance

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

The Manual Check Entry process is used to enter personal checks received to cover for Benefits deductions. These are records only entries; no payments are issued on the payroll run for these entries through this process.

After the manual check is confirmed, make sure to clear the arrears balance, if any.

If the check is for pre-paying health deductions, refer to the Quick Reference Guide (QRG):  Setup Pre-Pay for Personal Check Received from Employee.

NOTE: In situations where the employee owes medical premiums for prior payrolls and the employee must have manual prepay deductions set up for future payrolls, it is best that the employee issues two personal checks:

1) to cover owed premium amounts for prior payrolls
2) to cover premiums for upcoming payrolls

These personal checks should be processed on two separate payrolls.

Create a Manual Check Entry for Benefits - By Paysheet

Navigation: Menu > Payroll for North America > Payroll Processing USA > Update Paysheets > By Paysheet

  1. The By Paysheet search page displays.
  2. Select the Add a New Value button.
  3. Enter a value in Company field.
  4. Enter Pay Group data.
  5. Enter the Pay Period End Date.
  6. Check the Off Cycle checkbox.
  7. Enter a high number (ex. 4000) in the Page Nbr field.
    Consult local business practices for the appropriate range of numbers.
  8. Select the Add button.
By Paysheet Add a New Value tab
  1. The By Paysheet page displays.
  2. Enter the employee’s Empl ID.
  3. Select the Manual Check checkbox.
  4. Enter the appropriate check number in the Check Number field.
  5. Enter the check date in the Check Date field.
    NOTE: DO NOT enter a future date for this field.
  6. Enter check amount in the Total Gross field.
  7. Enter the net pay amount of zero (0) in the Net Pay field.
  8. Select the OK to Pay checkbox.
  9. Enter the appropriate Earnings Begin and Earnings End dates that the benefits should have been deducted.
  10. Use the Other Earnings section to report check amount with earn code BPB (Benefit Pay Back).
  11. Select the Save button.
Paysheet tab
  1. Select the One-Time Deductions tab.
  2. The One-Time Deductions page displays.
  3. The OK to Pay checkbox is selected by default.
  4. The Benefit Deduction Taken and General Deduction Taken drop-down menus will populate with Deduction.
By Paysheet component - One-Time Deductions tab with highlighted fields for deductions and one-time deduction data override
  1. Select General as the Plan Type from the drop-down menu
  2. Enter the appropriate pre-pay Deduction Code. When using Plan Type = General, the appropriate pre-pay deduction code starts with a 9.

NOTE: When setting up manual prepays to cover employee’s medical deductions that start on, for example, 11A payroll; the employee’s prepays are both set up for 11A payroll processing and paid to the vendor on the same 11A payroll.
See Pre-Pay Setup When Receiving Personal Check from Employee QRG for more detail.

Example of completed entries:

Example of a one-time deduction data override section
  1. The Sales Tax field defaults to the appropriate deduction.
  2. Enter the deduction amount in the Flat/Addl Amount field.
  3. Enter the Deduction Class After Tax.
  4. The One-Time Code defaults to Override.
  1. When all manual checks have been entered, run the Calculate Payroll for the Off Cycle Run (detail provided below).

The process to create a manual check entry for Benefits by Paysheet is now complete.

Calculate Payroll

You must have at least one of these local college managed security roles:

  • ZZ Payroll Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Calculate Payroll

  1. The Calculate Payroll search page displays.
  2. Select the Add a New Value button.
  3. Enter the new Run Control ID.
  4. Select the Add button.
  1. The Calculate Payroll page displays.
  2. Complete the following fields in the Off-Cycle Run section on the right-side of the page:
    • Company
    • Pay Group
    • Pay End Date
    • Process Page
  3. Select the Run button.
Calculate Payroll page
  1. The Process Scheduler Request page displays.
  2. Select the appropriate process to run. In this case, select the checkbox for Calculate Pay, with the Process Name PSPPYRUN. It is the one that is not a PSJob.
  3. Select the OK button to initiate the process.
Process Scheduler Request page selecting the Calculate Pay process from the Process List.
  1. The Calculate Payroll process is complete when the Process Monitor Run Status/Distribution Status is Success/Posted.
  2. Validate the calculated off-cycle pay check data to make sure that employee’s BPB amount and health deduction(s) processed correctly.
Use the Review Paycheck page - Paycheck Earnings tab to validate the off-cycle paycheck.
Use the Review Paycheck page - Paycheck Deductions tab also to validate the off-cycle paycheck.

Confirm Payroll

You must have at least one of these local college managed security roles:

  • ZZ Payroll Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Confirm Payroll

  1. The Confirm Payroll search page displays.
  2. Enter the existingRun Control ID.
  1. The Confirm Payroll page displays.
  2. Complete the following fields in the Off-Cycle Run section:
    • Company
    • Pay Group
    • Pay End Date
    • Process Page
  3. Select the Run button.
Confirm Payroll page with Off-cycle Run section highlighted
  1. The Process Scheduler Request page displays.
  2. Select the appropriate process to run. In this case, select the checkbox for Pay Confirm (PNA), with the Process Name PAYCONF. This is a PSJob.
  3. Select the OK button to initiate the process.
Process Scheduler Request page to select Pay Confirm (PNA).
  1. The Confirm Payroll process is complete when the Process Monitor Run Status/Distribution Status is Success/Posted.

IMPORTANT:  After manual benefit pay back check has been calculated and confirmed for an off cycle payroll, monitor the employee’s on cycle check calculations for the same payroll to ensure that no additional regular medical premiums nor prepay deductions have been calculated again. If these get calculated on the on cycle check, they must be overwritten directly in paysheets.

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